P1246990927QXnlI

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PRODUCTION RECORDS
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DUAL PURPOSE
Management Tool

• Helps forecast, plan, and determine quantity of
  menu items by providing a student acceptance
  history.
• Accurate production records can result in
  increased savings.
• Better menu planning can lead to greater student
  satisfaction, and hence, good participation.

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Management Tool (cont.)

• Communicates your plans to your staff

• What foods and recipes to use.
• What portion sizes to serve.
• What the food item contributes to the
  reimbursable meal.
• Enables your staff to record needed information

• Actual quantities prepared.
• Numbers served.
• Leftovers and substitutions.

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DUAL PURPOSE
Federal Regulation
As a compliance tool the production record serves
as verification that

• The planned menu was prepared.
• All required food components were provided.
• The proper portion sizes were provided for the
  specific age/grade grouping.

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7 CFR 210.10(a)(1)(i)
(a) What are the general requirements? (1)
General nutrition requirements. (i) Requirements
for lunch. () Also, if schools use one of the
food-based menu planning approaches, they must
plan and produce at least enough food to offer
each child the minimum quantities under the meal
patterns.
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7 CFR 210.10(a)(3)
(a) What are the general requirements? (3)
Production and menu records. Schools must keep
production and menu records for the meals they
produce. These records must show how the meals
contribute to the required food components, food
items or menu items every day. In addition, for
lunches, these records must show how the lunches
contribute to the nutrition standards() and the
appropriate calorie and nutrient levels for the
ages/grades of the children in the school ()
over the school week.
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DOCUMENTATION FOR REIMBURSEMENT

• Meals claimed for reimbursement must be supported
  by production records.
• The records must include all foods offered as
  reimbursable meal items (whether a part of the
  meal or sold a la carte), as well as sandwich
  trimmings sack meals, salad bars, quick lines,
  satellite meals, condiment, etc.
• Condiments placed after the point of sale do not
  have to be included for nutrient analysis, but
  provide good management information.

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Production Record Format
Production records vary in format, but any
successful record accomplishes two things

• It gives the staff information --- what foods
  and recipes to use, for example, and what portion
  sizes to serve.
• It enables staff to record information such as
  actual quantities prepared and numbers served.

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Essential Characteristics

• It is written.
• It is performed daily.
• It is menu driven.
• It is complete and accurate.

• It is current to the day of service.
• It is planned in advance to include the menu, as
  well as numbers and amounts to be served.

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Key Items Needed If You Develop a Different Form

• Indicate school name
• Indicate meal date
• Indicate meal served
• Menu Option Used (Traditional Food-Based,
  Enhanced or NuMenus
• Food components including condiments
• Recipe or food product used
• Planned / projected number of portions and
  serving sizes for each age / grade group

• Planned/projected number of portions and serving
  sizes for adults
• Total amount of food prepared
• List leftovers and substitutions
• Actual number of a la carte sales
• Actual number of reimbursable meals served
• Actual number of non-reimbursable meals served

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Menu item (or food item) used and form
Listing this information is the first step in
effectively communicating the menu to the staff.
Listing all food items is important to document
that all five food items were planned.
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Portion or Serving Size
This information is important to communicate the
correct portion size to be

• served,
• planned, and
• prepared.

Note The portion size served must be the same
as planned. If the portion size is adjusted for
age, a separate line should be used to indicate
this.
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Age or Grade Group(s)
Identify the age or grade group being served.
If a menu serves more than one age or grade
group at a site, you may use one production
record to show this, but notations for each
age/grade group must be clear. Adjusted portion
sizes for age or grade groups specified must be
shown for menu items, recipes, and products.
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Age/Grade Groups for Traditional Food-Based Menu
Planning are as Follows

• K-3
• 4-12
• Optional 7-12

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NOTE
For nutrient analysis purposes, if only one grade
group falls outside of the meal pattern grade
groups, then the age/grade of the majority group
is used for the nutrient analysis.
Example In a K-4 school, the nutrient analysis
would be done using grade group K-3. However,
Grade 4 portion sizes must be adequate for Grade
4.
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Total Projected Servings
The menu planner also must forecast, or predict,
the approximate number of servings needed for
each menu item. Projecting the number of servings
for each age/grade grouping

• K-3
• 4-12
• Optional 7-12

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NOTE
In menus that offer several different selections
or with the Offer vs Serve provision, it is not
necessary to plan and prepare portions of each
menu item for each person.
Past production records (which must be kept on
file) can help accurately forecast future
production and menu planning figures for all menu
planning options.
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Recipe or Product
Indicate specific recipes and food products to be
used. It is critical to specify exact recipes and
products. If the preparer or server uses a
different recipe or product than indicated by the
menu planner, the food provided to the students
may not necessarily meet the nutrient standard or
meal requirements as planned.
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Recipes
List the recipe number if it is a USDA quantity
recipe. Indicate any other standardized recipe
books used with an assigned identifier. Indicate
if it is a local standardized recipe and the
number that has been assigned to it.
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NOTE

• Recipes will be needed for any menu item
  containing more than one ingredient.
• Theme bars also require recipes.

• To check for compliance with nutrition goals,
  copies of the recipes will be needed.

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Standardized Recipes
A standardized recipe should include

• Yield --- Including serving size and number of
  servings.
• All ingredients --- Including form, packing
  medium, and fat content.
• Correct measures --- Including measuring utensil,
  weights, and/or pack size.
• Preparation procedures --- Including specifics.

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Processed Foods
List the brand name or manufacturer and code
number.
If you are using Traditional or Enhanced
Food-Based Planning, you will need either

• a Child Nutrition (CN) Label or,
• a letter from the manufacturer which states the
  product and the food components to be credited to
  that product.

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Amount of Food (or Purchase Units) Used
Site staff must keep records to verify that the
planned menu was actually prepared and served.
Site staff record this information in a way that
is appropriate for the food item.
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Actual Servings
At the end of service, site staff must record the
number of servings of each item that was actually
served to student, to adults, and as a la carte
sales.
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Leftovers

• Once a meal is served, site staff record
  leftovers on the production record.
• Site staff may also indicate what is to be done
  with the leftovers.
• Tracking the source of leftovers is important.

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Tools Needed for Completion

• A Menu Planner for Healthy School Meals
• A Tool Kit for Healthy School Meals
• Product Information Sheets
• Labels with Nutrition Information

• Menu/Cycle Menus
• USDA Buying Guide
• USDA Recipes
• Local Standardized Recipes
• Merchandizing Manual

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Calculating Servings Per Case
15 lbs/cs X 16 oz/lb 240 total oz/cs
240 oz/1.1 oz per finger 218 fingers per cs
218 fingers/ 3 fingers per serving _at_72
servings/cs
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Converting ¼ Cup Servings in the Food Buying
Guide to ½ Cup Servings
The Food Buying Guide is usually for ¼ cup
servings. To figure for ½ cup servings, the
number of ¼ cup servings must be divided by 2.
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Calculating the Number of Purchase Units Needed
300 total planned servings of chicken fingers
divided by 72 servings per case 4.17 cases On
items that are batch cooked, you may want to
plan on 4 cases.
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Calculating How Many Times to Expand the Recipe
150 total planned servings of spaghetti with meat
sauce divided by 100 servings per recipe 1 ½
times the recipe On items with recipes
you will always have to round up.
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Calculating Total Number of Servings Prepared
72 servings of chicken fingers/case X 4 cases
prepared 288 total servings 100 servings per
recipe of Spaghetti X 1 ½ recipes 150 total
servings